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BOROUGH OF MERCHANTVILLE, NEW JERSEY
APPLICATION FOR USE OF PUBLIC PROPERTY
APPLICANT INFORMATION:
What is name of the person, business, or organization sponsoring this event?
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Primary Person in Charge: ________________________________________________
Mailing Address:________________________________________________________
Cell Phone Number: ____________________________________________________
Email Address: _________________________________________________________
EVENT DETAILS:
Event Date: _________________ Type of Event: _____________________
Please indicate desired location:
Community Center (outside only)
Morrissey Park
Downtown Gazebo (Centre & Chestnut)
Wellwood Park (gazebo only)
Downtown Triangle Parking Lot
Wellwood Park
Merchantville Mile Multi-Use Path
Street(s) __________________
Other ____________________
Start Time: __________ End Time: __________
Anticipated Crowd Size __________
Is it a private event or is it open to the public? _________________________________
Please describe the event in more detail. What types of activities are planned? Will you
be using a sound system, microphone, stage, bleachers, exterior seating areas, lights?
Will there be bouncy houses, inflatables, entertainment, fireworks, petting zoo, etc.?
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POLICE AND FIRE:
Have you attached a diagram of how the event will be set up? _____________________
Will you be requesting to close any streets? If so, which ones? _____________________
Will you need assistance from the Police Department for traffic control and/or security?
If so, please explain. ______________________________________________________
Will you be seeking special permission from Borough Council to sell and/or consume
alcohol on public property? _______ Note: This is only permitted in specific circumstances and
requires additional permits and insurance requirements.
Will there be cooking or heating of food at the event? ________________________
If so, how will cold foods be kept below 40 degrees and hot foods be kept above 140
degrees?
________________________________________________________________________
Will you have mobile food vendors? ____________
Will you need access to electricity? __________
Are you using a portable generator? _______________
PUBLICITY:
Do you want the event to be publicized on the Borough website and social media? _____
If so, please provide a .jpg to the Community Development Director of your flyer.
PUBLIC WORKS:
Are you requesting that the street be cleaned prior to the Event? ___________________
Are you installing a banner across the roadway? _______________________________
Will you use portable toilets at the event? ____ If so, how many are proposed? ______
If so, who will be arranging for delivery, pick up, and payment of toilets? __________
Are additional trash and recyclable receptacles requested for the event? If so, please
describe how many are needed and locations. ________________________________
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ADDITONAL REQUIREMENTS AND OBLIGATIONS:
Alcohol. No Alcoholic beverages are permitted to be consumed on Borough Property unless the Applicant has received
specific approval from Council. This is only permitted in specific circumstances and requires additional permits and
insurance requirements.
Community Center. There is a separate form for the rental of the Community Center building. Please contact the
Community Center caretakers, at (856) 236-8844 for availability and requirements.
Cooking. Please contact the Bureau of Fire Prevention at (856) 662-0900 prior to the submission of this application if
there will be cooking and/or reheating of food at the event. Mobile food vendors are required to provide proof of Type 1
fire permit.
Clean-up. The Applicant will be responsible for the clean-up of all trash and debris associated with the event
immediately after the event, unless special permission has been granted by Council for a longer period of time.
Damage to Borough Property. The Applicant shall be responsible for the repair of any damage to Borough property
caused by, or directly related to, the event.
Decorations. Decorations must be flame retardant. No nails, screws, staples, tacks, push pins or any other metallic object
may be used to secure decorations. Decorations may only be attached with easily removable tape. ALL DECORATIONS
MUST BE REMOVED IMMEDIATELY AT THE END OF THE EVENT.
Emergency routes. If any roads are planned to be closed, the Applicant must coordinate with the Police Department at
(856) 662-0500 and Fire Department (856) 662-0900, regarding planning for access for ambulances, fire trucks, and other
emergency vehicles, if needed, during the event.
End Time of Event. The end time you have listed on your application is a ‘hard stop’ for the event. If you do not end the
event in a timely manner, you may be charged a penalty fee and/or your security deposit may be withheld. Please be
respectful of costs associated with Borough police department officers and the expectations of volunteers assisting at
public events.
High Risk Activities. The Applicant must provide proof of a liability insurance certificate covering the planned high risk
activity (amusement and/or inflatable rides, alcohol, etc.), or proof of event insurance that has been purchased for the day
of the event, naming the Borough as an additional insured. Vendors who provide amusement and/or inflatable rides are
required to have an annual permit issued by the Department of Community Affairs and proof of a minimum $1,000,000
general liability insurance.
Hold Harmless Agreement. For all events not sponsored by the Borough, the Applicant agrees that the Applicant, his
successors, assigns, beneficiaries, and representatives shall protect, defend, indemnify and hold the Borough of
Merchantville’s elected and appointed officials and employees harmless from all claims, demands, causes of action or
liability, resulting from injury to or death of persons or damage to or loss of property arising from this event.
Insurance Coverage. For events not sponsored by the Borough, the Applicant may be required to provide proof of
liability insurance for property damage and bodily injury, naming the Borough as an additional insured for the event.
Any event involving alcohol, amusement rides, or inflatables requires the Applicant to obtain a special insurance rider for
the event.
Permanent and Movable Structures. The Applicant is responsible for inspecting all stages, bleachers, and other
equipment to ensure they are in good working condition prior to the event.
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Primary Person in Charge. The person who makes, or reviews and approves, the final decisions for the event (i.e.,
assigns tasks to team members, approves vendors, finalizes site layout, etc.) This person is also known as project
manager or team leader.
Security Deposit. Applicants may be required to provide a security deposit or escrow to ensure compliance with this
Agreement.
Tents & Canopies. Tents and canopies must be flame retardant. They must be located at least 10 feet from cooking
equipment. Tent stakes and ropes must be properly marked so they do not present a tripping hazard.
I understand and agree to the foregoing requirements and obligations in making this application for use
of public property.
Name of Primary Person in Charge ___________________________________
Signature:____________________________________ Date:_______________
FOR BOROUGH USE ONLY:
Received by Public Works Manager: _____________________________________________
(Signature) (Date)
Received by Community Development Director: __________________________________________
(Signature) (Date)
Approved by Borough Fire Official: ______________________________________________
(Signature) (Date)
Approved by Chief of Police: ______________________________________________
(Signature) (Date)
Approved by Director of Public Safety: ______________________________________________
(Signature) (Date)
Approved by Borough Council: ______________________________________________
(Date)
Comments/Additional information: _____________________________________________________
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